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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of Graduate Fellowships and Awards Administration (OGFAA) within the J. Jeffrey and Ann Marie Fox Graduate School is seeking a Senior Administrative Assistant.

This position will provide direct support to the Director and Associate Director of OGFAA, oversee daily administrative operations, coordinate meetings, assist in organizing events, and serve as the front-line point-of-contact: collect, refer, and handle requests and inquiries; and engage departmental staff as appropriate.

Key Responsibilities: The primary responsibilities of this position include the following:

• Provide administrative support and serve as the primary point of contact for OGFAA communications.
• Manage the Director’s, Associate Director’s and other financial staff calendars.
• Coordinate and prepare agendas for meetings; take minutes.
• Assist with planning and setup for events such as the University Graduate Fellowship/Distinguished Graduate Fellowship (UGF/DGF) Reception, Faculty and Staff Luncheon, and Financial Aid Day. Support other Graduate School events as needed.
• Draft communications to college deans, graduate administrators, and program heads regarding funding opportunities.
• Assist with National Science Foundation Graduate Research Fellowship Program (NSF GRFP) congratulatory letters, SARI compliance, and other administrative tasks.
• Oversee records retention, track awards, and compile thank-you letters for endowments.
• Manage award competitions in InfoReady, including monitoring faculty reviewer status.
• Coordinate Intercollege Graduate Degree Program (IGDP) recruitment nominations and manage related awards in Graduate Awards Tracking System (GRATS).
• Handle Deans Distinguished Graduate Scholarship (DDGS) and DGF nominations, communicate approvals, and update awards in GRATS.
• Monitor GRATS deadlines, assist colleges with compliance, and process deferrals as needed.
• Manage Sloan Scholar funding requests, maintain records, and ensure proper documentation.
• Update OGFAA webpages.
• Administer financial all